This page is here to provide you with information and assistance in learning about and having the best possible experience with your myYC Group.
You will find the following sections:
• myYC Groups at Yavapai College
• myYC Group Tools (All Members)
• myYC Content Tools (For Group Leaders Only)
• myYC Configuration Tools (For Group Leaders Only)
• myYC Personal Tools (All Members)
• myYC Group Channels in the myYC Portal
A myYC Group may be created for the purpose of facilitating official college business or college-sponsored activities that encourage campus community engagement and social networking. Groups restricting membership may be created only if they are associated with a sanctioned group or if the group leader has obtained permission from the Director of Student Affairs, the Campus Activities Coordinator, or other Administrative Managers.
It is important to remember that access to a myYC Group is limited to individuals who currently have an active YC network account (username and password).
All groups must not promote activities that are illegal or prohibited by Yavapai College policy, or that violate the rights of others.
Students Participating in myYC Groups
As a rule, Yavapai College does not support student online groups without being part of a sanctioned organization lead by an approved faculty advisor. The faculty advisor may request and create a group on behalf of the students involved with the sanctioned organization.
NOTE: Students will NOT be approved as a myYC Group leader when they submit the online "Request Group" form. Please contact your club or organization's faculty advisor to request a myYC Group. You may also contact Campus Activities to find out about forming a student club at (928) 717-7679 on the Prescott Campus and (928) 634-6545 on the Verde Campus.
Students that are enrolled in a YC course can utilize Blackboard for online discussions and chat among classmates. Check with your instructor to confirm access to these features in your Blackboard course.
General Membership Policy
Group members should accord themselves in a professional and respectful manner when publishing content on the group web site. Members agree not to publish content that is illegal or offensive to other group members and agree to share their user names and e-mail addresses with other members of this group. Members may not use group web sites for the publication or distribution of copyrighted materials or licensed software.
How to Join a myYC Group
1. Log into the myYC Portal.
2.
Click on the Groups icon located in the row of icons at the upper right corner of the window ( a new window will open up for Groups).
3.
Click on the middle tab named Groups Index at the top of the Groups window.
4. Select a category from the list on the left in order to locate the group you wish to join.
5.
Click on the group name and a group guest view will appear with a description of the group or organization and a Join Group button at the bottom.
6. Click this button to send the group leader a request to be accepted as a member for a restricted group, or to immediately become a member of a public group.
A public group is designated by a green icon in the Groups list and a restricted group by a yellow icon.
Would you like to download a PDF of this section, "How to Join a myYC Group"?
The myYC Group Tools allow users to view content for the group. As a group leader (dependant upon users role), you will need to create content for the page that includes informational news articles, photos, and Internet links.
Homepage
The Homepage will provide access to a number of group tools. The homepage allows you to return to the group homepage from any sub-page.
Members of a group are able to view the latest postings from each area on the homepage. As a group leader, you can Send announcements from the main homepage, as well as Post a topic.
Note: This is not necessarily a comprehensive list of all tools and applications that are potentially available to groups and courses. Depending on the rights and permissions granted to by your system administrator, you might only see a limited set of these tools.
Announcements
The Announcements page allows you to compose and send an announcement to be posted on the group homepage, as well as in the personal announcements channel for group members. It also displays a list of current announcements to be read or deleted by clicking on the announcement title.
In order to post an announcement, you’ll want to click Send Announcement.
1. Type in a Title. You can leave the default setting to Announcement Uses Rich Text.
2. Type in your message in the text box area.
3. Once you have typed up your announcement, click Send.
After review and approval by the group leader, by default, your announcement will be good for 7 days. If you need to edit or remove the announcement, you will need to click Manage Announcements, under the Content Tools section.
News
The News page allows you to read all articles that have been written by other members and to submit articles for potential posting.
Click the Post an Article link in order to post news to your group site.
1. Select the Status from the drop-down list. Your options are: Submitted, Inactive or Active
2. Submit the Title/Subject of the article.
3. Maintain the default, Article Uses Rich Text.
4. Type or paste the News Article in the text box, formatting elements of the article using the tools provided.
5. Click Post.
Photos
Photos allow a user to view all of the photos that have been posted and to submit photos for potential posting.
Click the Post a Photo link at the bottom right in order to submit a photo to your group.
1. Select the Status from the drop-down list. Your options are: Submitted, Inactive or Active.
2. Click the Browse button to locate the photo file.
3. Enter the Photo Title.
4. Enter a Caption for the photo. Maintain the default, Article Uses Rich Text.
5. Click the Post button to add the photo to your album.
Links
Links allows you to view all of the links that have been posted and to submit links for potential posting.
Click the Post a Link in order to submit an external web resource to your group.
1. Select the Status from the drop-down list. Your options are: Submitted, Inactive or Active.
2. Enter the Title.
3. Enter a URL Address. This should begin with http://.
4. Maintain the default, Description Uses Rich Text.
5. Enter web resource description in the text box area.
6. Click Post to add the link to your group.
Files
Files allow you to view all of the files that have been posted and to submit files for potential posting.
Click the Add a new File to Digital Photography (or any name of folder).
1. Browse to the file you wish to add to folder.
2. Click Add File.
Message Board
Message Board allows you to enter a dedicated message board where you can read and post topics, messages and replies.
Click to Post a Topic.
1. Enter the Title.
2. Click Add Topic.
Chat
Chat allows you to enter a dedicated chat room where you can participate in real-time discussions with other members.
Type the message in the text field and click Enter.
Sub-groups
The Sub-groups are associated with a parent group. Sub-groups are intended to meet the needs of smaller populations that exist within your group membership.
Click on the name of a sub-group to view the sub-group’s homepage and section. Sub-group homepages display the parent group’s links, photos, and news articles, but also allow leaders to add their own links, photos, and news articles for the sub-group. Sub-group homepages also provide a link to the parent group’s homepage.
Members
The Members page allows you to view a list of other group members and information about each, including any homepages that the member might have. You can also post your own homepage link.
Would you like to download a PDF of this section, "myYC Group Tools"?
This section provides the procedures myYC Group leaders should follow to manage the content of their group pages with the Content Tools menu that appears on the group leader’s view of their homepage.
You will work extensively with these tools to create and manage the pages, resources, and content members see, and to deactivate and reset the permissions associated with member profiles. These tools are only provided to group leaders, and to group members who have had responsibility for managing a homepage feature delegated to them.
Manage Homepage
Allows you edit the content that members see on the homepage, including featured photo, featured links, and top five links. After you have posted a photo and a link, you can set some of these as featured content that will display to users when they first click into the page, by clicking the Edit buttons.
To set the featured photo:
1. After clicking the Edit button, select a photo and click Set Photo. Only one photo can be selected.
2. To view a photo, click on the photo title.
If you do not wish to use this feature on your homepage, select the Section Inactive option.
To set the featured link:
1. After clicking the Edit button, select a link and click Set Link. Only one link can be selected.
2. To view a link, click on the link title.
If you do not wish to use this feature on your homepage, select the Section Inactive option.
To set the top five links:
1. After clicking the Edit button, select up to five links and click Set Links.
2. To view a link, click on the link title.
If you do not wish to use this feature on your homepage, select the Section Inactive option.
Manage Guest View
Allows you edit the content that non-members see on the group's guest page, including the group description, a group photo, general group links, and other group information.
The group description should already be present in the guest view page. It consists of the text that you (or the person requesting the group) entered as the group description in the Group Request form.
Since the time the group was created, its description may need to be updated. Use the following procedures to update the group description if necessary.
1. Select from the drop-down list. By using rich text, you can add formatting to the text (colors, font faces, font sizes, etc.), add tabular elements, or even small images.
2. Change text as appropriate.
3. Click Update.
The Guest Page Description field supports up to 10,000 characters.
In addition to a photo and links, you may want to add more information, or a Group Information Block, about your group to the guest view.
1. To Edit or Delete, first select a block by clicking in the check box in the Guest View edit window.
2. Click Add to make a new block of information.
Note: To set a guest view photo and a guest link, see the same procedures for these items in the Manage Homepage section above, as they consist of identical steps.
When you have made all your changes to the Guest View page items, preview your changes by clicking the Preview button, then click the Done button.
Manage News
Allows you to edit articles that have been submitted for posting, to post articles, to inactivate articles, and delete articles from the homepage. Other members will also submit articles or information for review that they think should be posted.
To review submitted articles and maintain active articles:
• To view or edit an article, click on the article title.
• To activate an article, check the box and click Activate.
• To remove an article, check the box and click Delete.
• To inactivate an active article, check the box and click Inactivate.
Note: To set a guest view photo and a guest link, see the same procedures for these items in the Manage Homepage section above, as they consist of identical steps.
Manage Photos
Allows you to edit articles that have been submitted for posting, to post articles, to inactivate articles, and delete articles from the homepage. Other members will also submit articles or information for review that they think should be posted.
To review submitted articles and maintain active articles:
• Click on a photo or its title to view it.
• To activate a photo, check the box and click Activate.
• To remove a photo, check the box and click Delete.
• To Inactivate an active photo, check the box and click Inactivate.
To review any submitted, active, or inactive photo and edit the photo’s associated information, click the photo or its title:
• To delete the photo, click Delete.
• To edit the photo’s information, click Edit. Make changes to the appropriate fields and click Update.
• Click Done.
Manage Links
Allows you to post links to and delete links from the homepage. Other members will also submit links for review that they think should be posted.
• To view a link, click on the link title.
• To edit the link’s information, click Edit. Make changes to the appropriate fields and click Update. Then click Done.
• To activate a link, check the box and click Activate.
• To remove a link, check the box and click Delete.
Manage Files
Allows you to post files to the group homepage that can be downloaded by members. For example, a club might post a file containing an event registration form that members can download and print. You will need to review the files that have been submitted, post those that you think are valuable, or inactivate or delete files that are currently posted.
As you manage posted files, note the following:
• You can post any number of files up to a pre-set limit set by your system administrator.
• There are no restrictions on the types of files you can post.
• Any single file posted cannot be larger than 1 MB.
Managing Files contains three sections:
1. Folders -
Displays the folders that have been created to store posted files. The first time you access the page; you see only the Root folder. You can create new sub-folders and post submitted files in any of the folders, including the Root folder. However, you may want to review and edit the file as described in the rest of this section before posting it.
2. File -
Lists all the files posted in the folder selected in the Folders section. You can
3. Search -
Allows you to search the posted files. You can search by file name, folder name, or by file content.
Manage Message Board
Allows you to create descriptions for the group's message board and to manage the topics, threads, messages, and replies that appear on the boards. Managing message boards includes deleting old, expired, or inappropriate materials.
After clicking on the Manage Message Board link, you see the Message Board Topics window displaying all message board topics available to the group, similar to the screen shown below:
To manage the message board by deleting threads, topics, messages, and replies, use the following procedures:
• To delete an entire topic, click the Delete icon found to the left of the topic title. WARNING: This will remove the topic and all nested threads, messages, and replies that it contains.
• To delete a thread, select a topic to display its associated thread list window. Click the delete icon found to the left of the thread title. WARNING: This will remove the thread and all nested messages and replies associated with it.
• To delete individual messages or replies, click on the topic to display its thread list window. Click the Show All Replies link to expand the thread’s message list. Click the delete icon found to the left of the message title.
WARNING: If you delete a message, all replies associated with it are also removed.
CAUTION: All delete functions are non-recoverable functions.
Note: To post a new thread, see the same procedure in the Message Board portion of the Group Tools section above, as the steps are identical.
Manage Announcements
As you work with your myYC group announcements, you will need to manage the announcements that appear on the homepage. Managing announcements includes deleting old or expired announcements, and editing and re-sending previously sent announcements. The Announcements page allows you to compose and to post announcements to the group homepage, as well as the personal announcements channel for group members.
To manage announcements:
• To view or edit an announcement, click on the announcement title.
• To remove an announcement, check the box and click the Delete button.
In order to send an announcement, you’ll want to click New Announcement.
1. Type in a Title.
2. Type in your message in the text box area. You can leave the default setting to Announcement Uses Rich Text.
3. Once you have typed up your announcement, click Send.
Make note of the Delivery Date and Expiration Date below the text box. Going back to the announcement list and editing the dates by clicking on the announcement title can change these dates.
When an announcement is sent by a group leader or designated member, it will appear in the Personal Announcements channel in the myYC portal (Home tab) of every member of the parent group or sub-group. Members just click on the announcement title to view the complete message.
Would you like to download a PDF of this section, "myYC Content Tools For Group Leaders"?
This section provides the procedures myYC Group leaders should follow to manage the configuration of their group. This section explains how to use each of the options provided by the Configuration Tools menu appearing on group leader homepage views.
These tools are only provided to group leaders, and to group members who have had responsibility for managing a homepage feature delegated to them.
General Settings
Allows you to change basic group attributes, such as name, description, and group type.
When a system user requests the creation of an online group, the user provides the initial group general settings as part of the request. These settings include the following:
1. Group name
2. Group title
3. Group description
4. Group category
5. Group type
6. Admin blocked
7. Browse control
8. Sort membership lists by last name
To change any of a group’s general settings:
• To change the group name, change the name in the Group Name field.
• To change the title that appears next the group name in the Groups Index, change the description in the Title field.
• To change the description of the group that appears on the group Guest View screen, complete the following steps:
1. Specify whether the description will be formatted as plain text or as rich text formatted text in the Guest Page Description drop-down box.
2. Change the detailed description of the group that appears in the text entry field below the drop-down box.
• To change the category under which the group is displayed in the Group Index, select a different category from the Group Category drop-down box.
• To change the group type, select a different radio button from the Group Type radio buttons. If you are changing the group type to Restricted, enter the group's access criteria in the text entry field below the radio buttons.
• If you want to prevent the system administrator at your institution from viewing the content of your group pages, click the Admin Blocked checkbox.
• To change the user roles that will be allowed to see your group on the Group Index, specify the different user roles in the Browse Control fields.
By default, all system users can see your group listed in the Group Index. Complete the following steps to limit the users who can see your group and access its Guest View page:
1. From the Unselected Roles list box, select the user roles you want to be able to see your group listing. To select multiple roles, hold down the Ctrl key.
2. Click the left arrow button to move the selected user roles to the Selected Roles list box.
• If you want your group members to be shown in all Group lists by last name first, click the Sort membership lists by last name checkbox.
• If you have changed the Group Name, Title, or Admin Blocked setting, enter an explanation for the change in the Modification Comment field. This comment will be forwarded to the Groups Administrator who will review your change request before deciding to approve it.
• Click Save Changes.
Applications
Allows you to specify which of the possible system applications (like Chat or Photo Publishing) are available to group or course members.
Group leaders can choose to limit which applications can be accessed by their members.
To specify which system applications your member can access:
• To disable an application and make it unavailable to the members of your group, remove the check next to the application name.
WARNING: When you disable an application, group and course members will no longer be able to access the application or any of the data stored in the application.
• To enable an application, click the checkbox next to the application name.
• Click Update to save your changes.
Sub-Groups
Allows you to create, activate, and inactivate subgroups associated with a parent group.
Sub-groups are intended to meet the needs of smaller populations that exist within your group membership.
To manage sub-groups, use the following procedures:
• To create a new sub-group, click the Create New Sub-Group link.
1. In the Group Name field, enter the name of the sub-group.
2. In the Group Title field, enter a title for the group.
3. In the text entry field below the drop-down box, enter a detailed description of the sub-group. Maintain the default, Description Uses Rich Text.
4. Click Create Group to create the new sub-group.
5. Click OK to return to the Manage Sub-Groups screen.
• To modify a sub-group, click on the sub-group title.
• To inactivate a sub-group, check the box and click Inactivate.
Members
Allows you to activate or inactivate group or course members.
Group leaders and members with delegated group leadership permissions can add group members, delete members, inactivate members, and activate previously inactivated members, as well as edit users’ membership profiles.
In order to review a member’s profile, click a member name; you may change the member’s status or remove from group.
To delete or inactivate members:
1. Locate the name of the member you want to delete and then click the checkbox next to the member’s name.
2. Click the Delete or Inactivate button.
3. Enter an explanation in the dialog box. PLEASE NOTE: This explanation will be emailed to that person through their Outlook email account.
4. Click OK.
To add members, click the Add Members link, then elect the method you would like to use, clicking the appropriate option tab.
Choose from:
• Search for Users - You can search by any or all of the following: login name, first name and last name.
• Add by Login - To use this add feature you must know the exact login name(s) of the user(s) you want to add. If you do, enter the login name or login names (one per line) and click Add.
• Add by Email - To use this add feature you must know the exact email address(es) of the user(s) you want to add. If you do, enter the email address or addresses (one per line) and click Add.
• Add from Imported Groups - To use this add feature there must already be one or more user groups imported into the system by the system administrator. If there are groups in the list, select one and click Add.
If you chose to search by Search for Users option, enter the user’s first and last names in the appropriate fields. Then click Search. This will find the login name of the user you want to add to the group. The results will appear in a box below.
Next, select the user(s) you want to add from the results list and click Add. You may also add all users in the results list by clicking Add All. Enter an explanation in the dialog box. PLEASE NOTE: This explanation will be emailed to that person through their Outlook email account. Click OK. You see a message stating the user or users have been added, and that they have been notified by email.
To add members with the Login or Email method, click the tab, enter the appropriate information in the field provided, and click the Add Members button.
The Add from Imported Groups method is only available by contacting Web Services in the ITS department.
Permissions
Allows you to review the list of group members who have been given permission to manage a homepage feature.
To ensure the content on the group homepage and the group guest view is always fresh, myYC Group leaders need to frequently review and post new information. This can become time consuming and difficult. For this reason, group leaders can choose to delegate content maintenance to other members.
The system lets you to delegate any of the following permissions:
• Group Leader - this is the only way that you can delegate rights to adjust general settings, set application availability, create sub-groups, or update member profiles to others, as well as all other rights.
• Homepage - the right to edit all aspects of the homepage.
• Guest Page - rights to manage content for the group's guest page.
• News Publishing - rights to edit, post, delete news articles.
• Photo Publishing - rights to edit, post, delete photos in the photo album.
• Announcements – rights to post, re-send, and delete announcements.
• Link Publishing,, - rights to edit, post, delete links from the homepage.
• File Sharing - rights to edit, post, delete files.
• Message Board - rights to add a message board description and delete
topics, messages, and replies.
From the list of available permissions, choose the one you want to delegate, and then click the Edit button next to the permission title.
• To assign permissions to a member, locate the name of the member in the Current Member list box, click the name of the member, and then click Add.
• To take away permissions from a member, click the member name in the Current Delegated Admins box, and click Remove.
• Now click Done.
To exit Group Permissions, click the Done button at the bottom right corner.
Note: As with the overall tools and applications that are potentially available to a group, this list will vary depending on the rights and permissions granted to a group by the school’s system administrator.
Would you like to download a PDF of this section, "myYC Configuration Tools For Group Leaders"?
These tools are provided to all group members.
Personal Tools provides the following:
1. Member Type (current status)
2. Groups Policy - Allows you to review your institution’s policy for establishing online groups.
3. My Profile - you can review your group membership information and cancel your membership.
Would you like to download a PDF of this section, "myYC Personal Tools"?
These channels are automatically connected, within the portal system, to current activities for both members and leaders in a myYC Group.
myYC Group Activities Channel
This channel allows any member of a myYC Group to be informed of current group activities. Just click the Edit icon up at the right to choose which information the channel displays, which includes sub-groups of a parent group as well (designated by the “….” before the Group name).
Depending on the channel settings, the Applications column will display a prompt when a new file, photo, news article, or link has been posted, but not yet opened.
If the Chat feature is enabled in the group, the Chat column will display the status of the Chat function.
myYC Group Leader Activities Channel
This channel provides group leaders with notification of tasks pending, such as approving new members, announcements, submitted files, links, and news. Just click the Edit icon up at the right to choose which information the channel displays, which includes sub-groups of a parent group as well (designated by the “….” before the Group name).
Depending on the channel settings, the Applications column will display a prompt when a new file, photo, news article, or link has been submitted, but not yet reviewed and/or approved by the myYC Group leader.
If the Chat feature is enabled in the group, the Chat column will display the status of the Chat function.
Note: Instructions on how to add the myYC Group Leader Activities channel to a tab in the myYC portal are found within the portal in the Channel Index.
Would you like to download a PDF of this section, "myYC Group Channels"?